CPRS Board of Directors Job Descriptions

The Society Board of Directors has eleven (11) officers: President, President-Elect, Vice President, Secretary/Treasurer, five (5) Region Representatives and two (2) Council of Section Representatives.
Each member of the Board of Directors serves as an important link between the membership to the policy body of the Society. The Board makes decisions on defined ends policies in the following areas: purpose and outcome, public policy conditions, member competencies, and members as leaders.
Board members must ensure a free flow of communication between the Board and the members. He/she must represent the best interests of the members while making policy decisions. In all cases, the overall best interests of the members must be considered to ensure the collective health and strength of the organization.
Duties and responsibilities include:

  1. Attends all regularly scheduled and special meetings of the Board of Directors, from start to finish. Attendance at the full meeting is an important commitment; a quorum is necessary for a vote on all action items.
  2. Prepares for all meetings by reviewing all agenda items and referring questions to staff, Board committees, and section and district representative(s). ( GP-1 through GP –11)
  3. Serves on Board task forces to accomplish the work of the Board. (GP-5)
  4. May serve as Society pension trustee.
  5. Attends CPRS Leadership Meetings held annually at conference and throughout year.
  6. Invites district and section leadership to attend regularly scheduled Board meetings throughout the year as guest (must notify CPRS office when a guest will be attending so appropriate arrangements may be made). (GP-8.3)
  7. Encourage and solicit candidates that run for office but do not win to serve on Board task forces. (GP-1.4)
  8. Mentor candidates for State Board Leadership. (GP-1.4) (GP-2.1 E)

PRESIDENT
The President serves as the chair of the Board. He/she must exercise personal leadership in inspiring other board members and the membership. He/she influences the establishment of key results for the organization and acts as spokesperson when needed.
Duties and responsibilities include: (GP-1 through GP-11)

  1. Presides at and attends all meetings of the Board of Directors. Coordinates agenda items and material with Executive Director.
  2. Works with the Executive Director to ensure the Board of Directors is kept fully informed.
  3. Appoints chairs of Board task forces.
  4. With the Executive Director, may act as spokesperson for the association to the press, the public, and related organizations.
  5. Serves on the NRPA Council of Affiliate Presidents and keeps Board informed of NRPA issues. Attends the NRPA National Congress, if budgeted.
  6. Serves (or appoints) as CPRS representative to the Pacific Southwest Regional Council. The President (or proxy) attends the PSW Regional Council meetings to represent CPRS. The President prepares a CPRS report to the PSW Regional Council. Recognizing that it may not always be possible for the President to attend the meeting, in his/her absence the President:
    (1) selects and notifies a CA proxy to carry their vote
    (2) forwards their proxy name to the NRPA Regional office by the deadline
    (3) forwards the CPRS report to the person representing CPRS for distribution at the Council meeting
    The President (or their proxy) prepares and forwards a report to the CPRS Board with actions taken during the Council meeting.
  7. Attends the Council of Sections meeting held at the annual California and Pacific Southwest Recreation and Park Training Conference.
  8. Chairs annual Leadership meetings of District and Section representatives (at annual conference and each May/June).
  9. Arranges (if warranted) an annual meeting with the NRPA affiliates, NRPA trustees and staff, and CPRS leadership at the annual California and Pacific Southwest Recreation and Park Training Conference. Notifies attendees of meeting date, time, location and agenda; prepares and distributes minutes to attendees. Chairs or appoints chair for leadership meeting.
  10. Hosts an annual President's Reception at the annual conference.
  11. Selects (if appropriate) recipients of annual Presidential certificates. Notifies CPRS office of recipients' names four weeks or more prior to conference date for processing.
  12. Prepares Presidential column for the California Parks & Recreation magazine.
  13. Selects appropriate gift (if budgeted, or recruits sponsor) for Board of Directors.
  14. At the end of his/her term, attends the Past President's annual luncheon/meeting held at the California & Pacific Southwest Recreation & Park Training Conference.
  15. Serves as member of the Legislative Committee; attends meetings and other legislative functions, if possible.
  16. Participates in the annual CPRS Leadership meetings. Two meetings, one northern and one southern location (scheduled at the beginning of the Society fiscal year – May). Works with Executive Director to determine meeting agenda and presenters.
  17. Serve as trustee for the California Foundation for Parks and Recreation.


PRESIDENT-ELECT
The President-Elect is preparing for his/her presidential year. He/she works in partnership with the President carrying out the work of the board.
Duties and responsibilities include: (GP-1, GP-2 and GP4 through GP11)

  1. Attends all Board of Directors meetings and chairs Board meetings in the President's absence.
  2. Chairs the annual Board/Staff Planning Retreat. Works with staff to select date(s) and location and develops agenda. If budgeted, selects facilitator when necessary.
  3. Organizes (as President-Elect) and chairs (as President) the annual Board Leadership Orientation Training meetings held at the beginning of the fiscal year (May); preparation done in fourth quarter of the previous fiscal year.
  4. Selects individual for the installation of new officers at the Annual Installation Ceremony; works in concert with the President and Executive Director.
  5. Fulfills special duties for the President if requested.
  6. Serves as member of CPRS Legislative Committee. Attends meeting when possible (transportation is not paid by the Society).
  7. Serves, if requested, as liaison to assigned task forces. (GP-5)
  8. May serve as CPRS representative to the NRPA Pacific Southwest Regional Council.
  9. Attends annual CPRS Leadership Meetings (held at annual conference and each May/June).
  10. Attends NRPA National Congress if budgeted.
  11. Attends NRPA mid –year meeting if budgeted.
  12. Serve as a trustee for the California Foundation for Parks and Recreation.


VICE-PRESIDENT
The Vice-President begins to prepare for the ascendancy to the Presidential office.
Duties and responsibilities include: (GP-1, GP-2 and GP4 through GP11)

  1. Attends all Board of Directors meetings.
  2. Serves as a committee member of the Legislative Committee. Attends meetings when possible (transportation is not paid by the Society).
  3. Acts as parliamentarian for the Board of Directors using Sturgis’ Standard Code of Parliamentary Procedure as the Society's parliamentary authority.
  4. Serves, if requested, on assigned board task forces. (GP-5)
  5. Fulfills special duties as requested by the President.
  6. Attends annual CPRS Leadership Meetings (at conference and each May/June).

SECRETARY-TREASURER
The Secretary-Treasurer serves approximately a two year term as a member of the Board of Directors. The term runs conference to conference, commencing with the CPRS Installation of Officers.
He/she has the primary responsibility for the recording of all business actions of the Board. He/she reviews all financial reports and ensures the financial dealings of the Society are in order.
Duties and responsibilities include: (GP-1, GP-2 and GP4 through GP11)

  1. Attends all Board of Directors meetings.
  2. Upon request, reviews minutes before distribution to the Board.
  3. Serves as the fiscal agent for the Society.
  4. Serves as Board liaison to the CA Foundation for Parks and Recreation’s Scholarship Fund Committee.
  5. If requested, serves as liaison to assigned board task force. (GP-5)
  6. Fulfills special duties as requested by the President.
  7. Attends annual CPRS Leadership Meetings (at conference and each May/June).
  8. Transitions new Secretary/Treasurer into office, forwards pertinent background material, correspondence, and files (April).


REGION REPRESENTATIVES
The Region Representative serves approximately a two-year term as a member of the Board of Directors. The terms run conference to conference, commencing with the CPRS Installation of Officers. He/she represents specific districts from which they were elected. He/she must ensure communication between the Board of Directors and the districts and must educate the district members regarding the ends policies of the Society. Each representative is responsible to keep their districts current on general concepts and priorities on a regular basis. Each representative shall
Duties and responsibilities include: (GP-1, GP-2 and GP4 through GP11)

  1. Attends all Board of Directors meetings. Presents a written report at every Board meeting.
  2. If unable to attend a State Board of Directors meeting, may secure a representative to attend and notifies State Board of Directors (President and CPRS office) in writing. The representative may participate in discussions, but cannot vote.
  3. Communicate (verbally and/or in writing) regularly with assigned districts – solicit opinions and concerns of the respective districts. (GP-2.1)
  4. Attends and makes a presentation for leadership development at one meeting in each of the districts in their region, regarding officers' duties and responsibilities and what it takes to be on the Board of Directors for CPRS. (GP-1.4)
  5. Confer (via conference call or meeting) with district leadership before, and report back after, each State Board of Directors meeting. Mail (copy if necessary) materials distributed at the Board of Directors meeting and subsequent materials to their respective district representative. (GP-2.1)
  6. Attend a minimum of one general membership meeting of each district within their region.
  7. Submit article(s) to district publications on a regular basis concerning the State Board of Directors and its activities and decisions. Provide, if requested, explanation of decisions.
  8. Secures and mails copies of Board of Director rosters of each respective district within their region to the CPRS office by the beginning of each new fiscal year (May).
  9. Serve as ex-officio member of each district board of directors.
  10. As appointed by the President, serves as liaison to assigned task forces. (GP-5)
  11. Fulfills any special duties as requested by the President.
  12. Attends annual CPRS Leadership Meetings (at conference and each May/June).
  13. Coordinates, if possible, district trainings within the region to avoid conflicts. Plans regional training programs if appropriate.
  14. Transitions new region representative and forwards pertinent background material, correspondence, and files.


COUNCIL OF SECTION REPRESENTATIVES
The Council of Section Representative serves approximately a two year term as a member of the Board of Directors. The terms run conference to conference, commencing with the CPRS Installation of Officers. He/she represent specific sections which are assigned on an annual basis at the Council of Section meeting. He/she must communicate regularly with their respective sections and the State Board of Directors to educate the section members regarding the ends policies of the Society. Each representative is responsible to keep their sections current on general concepts and priorities on a regular basis. Duties and responsibilities include: (GP-1, GP-2 and GP4 through GP11)

  1. Attends all Board of Director meetings. Each representative shall present an update report (written, if possible) at every Board meeting.
  2. If unable to attend a State Board of Directors meeting, may secure a representative and notifies State Board of Directors (President and CPRS office) in writing. The representative may participate in discussions, but cannot vote.
  3. Communicates (verbally and/or in writing) regularly with assigned sections; solicits opinions, ideas, and concerns from the assigned sections. (GP-2.1)
  4. Attends and makes a presentation on leadership development at one meeting for each section they represent, regarding officers' duties and responsibilities and what it takes to be on the Board of Directors for CPRS. (GP-1.4)
  5. Confer (via conference call or meeting) with section leadership before, and report back after, each State Board of Directors meeting. Mail (copy if necessary) materials distributed at the Board of Directors meeting and subsequent materials to their respective section(s) representative. (GP-2.1)
  6. Secures and mails copies of Board of Director rosters of each assigned section to the CPRS office by the beginning of each new fiscal year. (May)
  7. Serves as an ex-officio member of the assigned section(s) Board of Directors.
  8. Attend a minimum of one meeting of the assigned section(s) Board of Directors annually.
  9. As appointed by the President, serves as liaison to assigned committee or task force.
    (GP-5)
  10. Attend the annual Council of Sections meeting held during the California & Pacific Southwest Recreation & Park Training Conference. During the second year of the term, serves as chair of the Annual meeting of the Council of Sections at conference. Confirms meeting date, location, and time with CPRS office; notifies Section President's prior to conference. Officiates the Council election of the new representative to the State Board. Immediately notifies Board President and CPRS Executive Director of election results (representative will be installed at CPRS Installation & Awards Banquet at conference).
  11. Attends annual CPRS Leadership Meetings (at conference and each May/June).
  12. Fulfills any special duties as requested by the President.
  13. Transitions new section representative and forwards pertinent background material, correspondence, and files.